Navigating Complex Waters: How Hatenboer-Water Streamlined Documentation with INSTRKTIV

Industry: Engineered Water Systems, Water Quality, Consultancy & Technical Service

Location: Schiedam, The Netherlands

Introduction: The Challenge of Complexity

For over a century, Hatenboer-Water has been at the forefront of designing and delivering customized water systems for maritime, offshore, and industrial applications. Their projects range from supplying submarines with compact, high-performance water systems to engineering robust solutions for large-scale agricultural and defense projects.

However, as their business evolved, so did the challenges in their documentation process. Each project was unique, requiring tailored user manuals that met strict regulatory requirements while ensuring clarity for operators worldwide.

But there was a problem:

• No clear ownership of the documentation process
• Engineers burdened with manual creation instead of focusing on innovation
• Inefficient workflows leading to duplication and inconsistencies
• Tight deadlines creating bottlenecks in meeting contractual obligations
• Compliance risks due to non-standardized documentation

Hatenboer-Water needed a strategic partner to transform their approach to technical documentation.

The INSTRKTIV Solution: Structured, Scalable, and Compliant

To tackle these challenges, INSTRKTIV embedded a technical writing expert within Hatenboer-Water’s team to revamp their documentation process from the inside out. Over the past year, Pieter van Leijen, Technical Writer at INSTRKTIV, has worked on-site two days per week, dedicating his expertise to solving documentation inefficiencies at every level.

1. Establishing a Structured Documentation Flow

The first step was to streamline how information moved within the company. Pieter collaborated with project leaders and engineers to define clear roles and integrate user manual creation into the project workflow.
✅ Outcome: Clear ownership of documentation, reducing last-minute bottlenecks and errors.

Part of the newly defined process

2. Standardizing User Manuals with Modular Templates

Instead of reinventing the wheel for every project, INSTRKTIV developed a structured template system for Hatenboer-Water’s product lines.
✅ Outcome: Standardized manuals, reducing redundancy and increasing efficiency.

3. Optimizing Product Portfolio Documentation

Working alongside sales and engineering teams, Pieter mapped out the entire product portfolio, categorizing which elements were standard, custom, or optional. This helped define documentation needs and eliminate duplicate efforts.
✅ Outcome: A well-organized system that supports both operations and sales teams.

Mapping the product portfolio  

4. Enhancing Compliance & Reducing Risk

By integrating industry best practices and regulatory requirements (CE, ISO), INSTRKTIV ensured that Hatenboer-Water’s manuals were not only user-friendly but legally compliant.
✅ Outcome: Reduced legal risk and easier contract fulfillment.

“Engineers excel at designing machinery, but when it comes to writing user manuals, they often focus too heavily on the technical details. While this may be useful for those in the know, it’s not always user-friendly. With our expertise in industrial design and product development, we bridge the gap between complex technology and clear instructions for the end user. As the market becomes more critical of documentation quality, we actively communicate this feedback to our clients to help improve their manuals." - Pieter van Leijen, Technical Writer at INSTRKTIV

The Results: A Documentation Framework That Works

INSTRKTIV’s expertise transformed Hatenboer-Water’s documentation process from a bottleneck into a business enabler. Key benefits include:
✅ Engineers freed from documentation work, allowing them to focus on product development
✅ Faster manual creation, reducing project delays and supporting contractual obligations
✅ Consistent and professional manuals, improving usability and compliance
✅ A structured framework, ensuring future scalability as the company grows

Beyond Documentation: A Competitive Edge

Hatenboer-Water didn’t just solve its documentation challenges—it gained a strategic advantage.

✅ Sales & Marketing Benefits: The structured product portfolio now serves as a reference tool for sales teams, helping them articulate product offerings more effectively.
✅ Cross-Departmental Improvements: Standardization efforts inspired process efficiencies beyond documentation, including engineering workflows.
✅ Future-Proofing: With a refined system in place, Hatenboer-Water is set up for smoother project execution and long-term compliance.

What Hatenboer-Water Says

“The recurring meetings have been a game-changer. We’re able to stay on track with deadlines and improve the overall efficiency of our documentation process.”

“With a streamlined structure in place, the documentation process feels more manageable. We can now focus on engineering, knowing documentation is handled efficiently.”

“The new product templates have eliminated repetitive work, making documentation far more efficient and professional.”

Conclusion: Why INSTRKTIV?

Hatenboer-Water is not alone in these challenges. Many mechanical engineering and industrial companies struggle with documentation inefficiencies that drain time, create compliance risks, and slow project execution.

INSTRKTIV provides a scalable, expert-driven solution to help companies like Hatenboer-Water:
✅ Optimize their documentation process
✅ Ensure compliance while reducing risk
✅ Professionalize their manuals for better usability and sales impact

 

About INSTRKTIV

INSTRKTIV helps mechanical engineering and industrial companies create structured, compliant, and user-friendly documentation that enhances efficiency, reduces risk, and supports business growth. Whether it’s technical writing, compliance consulting, or process optimization, we’re your expert partner in documentation excellence.

Contact us today and take control of your documentation process.

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